Administrative Officer Mumbwa Child Development Agency

Mumbwa Child Development Agency (MCDA) is a registered local non-governmental organization operating in the Mumbwa and Shibuyunji districts of Central Province, Zambia, since 2005. The organization is dedicated to supporting deprived, excluded, and vulnerable populations, particularly children, youth, and women.

The organization would like to recruit an outstanding, result-oriented and self-motivated and versatile individual of high integrity with the appropriate qualifications and experience to fill up the position of Administrative officer.

PURPOSE OF POSITION & JOB SUMMARY

The Administrative Officer will act as the point of contact for all employees, providing administrative support and managing their queries. Main duties include managing office stock, preparing regular reports (e.g. expenses and office budgets) and organizing company records of the Agency, including HR, field logistics and procurements,

KEY RESPONSIBILITIES

• Monitor the provision of contracted services such as security, garbage collection etc. to ensure services are fulfilled in accordance to contractual obligations
• Coordinate fuel reconciliation and retirement of all office fleet. Ensure timely submission of complete documentation (receipts, coupons, log sheets and fuel reconciliation sheet)
• Develop office filing system, organize and store paperwork, documents and computer-based information
• Develop and maintain database of all key contacts at MoH, MoGE, ChildFund, and partners (client relationship database)
• Timely preparation of payment requisitions for supplies received
• Manage the inventory of office supplies and refreshments, facilitate issuance of all stores items after approval by the Finance Controlling Officer using a stores requisition form
• Supervise all Transport Officers by ensuring that the motor vehicle and motorbike usage policy is adhered to in line with fleet management
• Supervise the Office Assistant and Janitor in the execution of their duties and monitor general cleanliness of offices and surrounding areas to ensure good work environment
• Review project vehicle and motorbike log sheets for completeness on a weekly basis. File filled in log sheets appropriately
• Coordinate travel and accommodation arrangements for all MCDA staff
• Generate and maintain vendors’ database of suppliers of goods and services and accommodation complete with active contact details (email and phone). Submit completed Supplier Registration Forms for vendors not on database to Procurement Community were need be.
• Support the organization procurement processes and seat as secretary on the procurement committee.
• Assist in organizing of logistical support requirements for conferences, site visits, workshops, and accommodation to ensure smooth delivery of program activities
• Perform other duties as and when assigned by Supervisor Be responsible to the Area Manager
• Support the recruitment of staff vacancies and new position and manage the staff personnel files.

QUALIFICATIONS AND EXPERIENCE:

• A recognized professional Diploma in Business administration, Human Resource or any equivalent or related field. A bachelor’s degree will be added advantage.
• A minimum of 4 years’ experience supervising administration operations, including human resources, procurement with some grants and accounting/finance
• Previous experience working with donor contracts and compliance framework
• Experience with operations and/or supply chain management
  NGO experience will be an added

KNOWLEDGE, SKILLS, AND ABILITIES

• Skilled in Office Administrator or similar administrative roles
  Skilled in managing logistics and/or supply chain management for the implementation of various programs
• Excellent organizational, analytical, oral and written communications skills; demonstrated supervisory skills, and ability to work well on teams and manage direct reports
• Proven track record of delivering results and managing multiple priorities
  The ability to lead and operate as part of a diverse team

COMPETENCIES:

• Solid knowledge of office procedures
• Experience with office management software like MS Office (MS Excel and MS Word, specifically)
• Strong organization skills with a problem-solving attitude
• Analysis and use of information: Works confidently with complex data to support work
• Interpersonal and communications: Communicates complex technical and sensitive/high-risk information effectively